FOIP + AUArts
Alberta University of the Arts (AUArts) is subject to the Freedom of Information and Protection of Privacy Act (“FOIP” or “the Act”) under section 1(j) of the Act; as such, AUArts is committed to ensuring the lawful and consistent collection, use, disclosure, and protection of information under its custody and control. Procedure 400.23.: Access to Information and Protection of Privacy authorizes and informs users of information in the custody of AUArts to operate in accordance with the act.
What is Personal Information?
Any recorded information about an identifiable individual including:
- home or telephone numbers
- national or ethnic origin
- political beliefs or associations
- marital status
- family status
- identifying numbers
- fingerprints or blood type
- health and health care history
- educational, financial, employment, criminal records
- opinions about the individual
- individuals personal views or opinions (except when they are about someone else)
Collection of Personal Information
AUArts collects personal information under section 33 of the Act. Personal information cannot be collected by AUArts unless it is expressly authorized by an Act or regulation; it relates to law enforcement; or is necessary for an operating program or activity of AUArts. The individual must be notified of the purpose of collection and the specific legal authority for collection, except in certain defined cases. Individuals with questions regarding the collection, use and disclosure of their personal information is encouraged to contact the FOIP Coordinator for clarification, the contact information of the FOIP Coordinator will also be shared upon collection.
Protection of Privacy
AUArts employees protect personal information with the following security measures:
- Physical security in the form of securing records in locked cabinets and rooms, limiting access to areas that hold personal information;
- Technical security in the form of password protected technology, saving data on server supported drives, locking computers when left unattended, limiting third party vendor access as recommended and referenced in Information Technology procedures;
- Portable device security in the form of enabled password access, and keeping mobile devices physically secure.
- Confidential storage and disposal of records in accordance with related Records Management Procedure and Retention Schedule.
Use of Personal Information
AUArts may use personal information only for the purpose which it was originally collected. Unless the individual the information is about has identified the information and consented to the intended further use of the information. Otherwise, AUArts may utilize personal information in the forms authorized under the following sections of the act:
It is a fundamental principle that an individual has a right of access to his or her own personal information.
Student Personal Information
Only a student’s name, whether or not s/he is registered and the credential awarded (i.e. degree, certificate, etc.) are defined as the student’s public record. All other information is considered confidential and will be used and disclosed in accordance with privacy legislation.
AUArts may also receive personal information from other relevant sources including, secondary schools, other post-secondary institutions previously attended and third-party services and test score providers where the items collected form a part of the admission process to an AUArts program.
Data collected by AUArts is used for a variety of purposes such as those detailed below.
Aggregate information (i.e., information that does not identify an individual student) on admission, registration, other activities related to attending courses of instruction, academic standing and graduation will be used for statistical, program evaluation and institutional research purposes by AUArts. Aggregate information may also be disclosed to other post-secondary educational institutions as well as the provincial and federal governments for similar purposes.
Academic information will form part of the student record which will be used to record academic standing, administer awards and financial aid, authorize Library access and produce graduation lists.
Administration of AUArts academic support services
An individual’s information on admission, registration, academic standing and graduation may be disclosed and used for the routine administration of AUArts academic support services including by not restricted to the Office of the Registrar, the Writing Centre, Disability Services, Student Counseling, Lodgepole Centre, Academic Advising and Financial Services.
Administration of AUArts non-academic support services
An individual’s information on admission, registration, academic standing and graduation may be disclosed and used for the routine administration of services including but not restricted to SAIT recreation, security services and alumni relations.
Scholarship and Financial Aid
Personal information submitted on scholarship and bursary applications will be used to determine an individual’s eligibility for an award and for contact purposes. AUArts also uses student personal information already collected, including but not limited to grades, to evaluate and nominate students to receive financial awards. Limited personal information is disclosed to the Government of Alberta (Student Aid Alberta) to verify eligibility concerning scholarships and other funding opportunities on behalf of students in accordance with grant funding agreements. In the event an award is given, personal information will be used for taxation purposes and/or travel waivers as applicable.
Marketing and Recruitment
Aggregated information on admission, registration, activities related to attending courses of instruction, academic standing and graduation may be used for promotional or recruitment activities. Personal information collected for the purpose of marketing and recruitment will be explicitly authorized for use using the AUArts Image Release form.
Disposal of information
All documents submitted to support admission become the property of AUArts and will not be returned.
Status of minors
In the absence of specific provincial legislation and consistent with current practice in other post-secondary institutions in Alberta, Information pertaining to a minor who is registered at AUArts will only be used and disclosed in accordance with privacy legislation. Guardians or other individuals who seek personal information of any registered student will not receive such information unless written permission has been provided by the registered student, detailing the type of information that can be shared and with whom.
Disclosure of Personal information
The Act ensures that an individual’s personal information is not disclosed beyond what is required for the proper operations of AUArts. Specifics include:
- Section 40 – itemizes specific and limited circumstances where personal information in the custody and control of the public body (AUArts) may be disclosed;
- Section 42 – itemizes circumstances where personal information may be disclosed for research or statistical purposes;
- Section 43 – itemizes circumstances where personal information is archived and older than 25 or 75 years.
FOIP Coordinator Contact information:
For more information, please call 403.284.7687 or email firstname.lastname@example.org.